See who has accessed what
Read the project's Analytics for visits, documents viewed and downloads per group and per user, and open a single document's access history.
Once external users are in the room, Analytics shows who is active, what they open and what they download. For one document, its Access History lists every view and download. Changes to the room itself, such as uploads, retractions and access grants, are in the project's activity log instead; see Review project activity.
Before you start
- You are an owner of the project, or an organisation admin. Other members do not see Analytics.
- The data room is published and external users have signed in at least once.
Steps
- Open Analytics in the project. Choose 7 days, 14 days, 28 days or a custom range of up to 180 days; a longer range is shortened to the most recent 180. With no filter the page reads Whole project; narrow it with the Team, User, Activity or Documents filters.
- Read the tiles: Visits, Active users, Documents viewed, Time in room and External users not logged in (of those invited). Activity Over Time and the Event Breakdown split views, downloads and searches.
Select a bar to filter to that day, or a team row to filter to that team.1.7 days2.Whole project filter3.Export - Scroll to Teams for each group's engagement score, active members, documents viewed, downloads and last activity, and to Hot Files and User Activity for the documents and people with the most attention. Next to Hot Files, All documents lists every document in the room, including ones nobody has opened. Q&A activity and Top Search Queries show what groups ask and search for; a search with zero results is a hint that a document is missing. Top Search Queries always covers the whole project and ignores the filters.
One row per group; select a row to filter the whole page to it. - For one document, open its ⋮ menu on the Files page and select Access History. Set the Time Range (a custom range can span up to 90 days) and the Actions to include, and read who accessed the file, how and when.
Recent activity appears within a few minutes.1.Time Range2.Actions - Use Export on Analytics to take the figures into a report.
What the numbers mean
| Figure | How it is counted |
|---|---|
| Visits | One per browser-tab session per user, not per page opened. A new tab, or coming back after 30 minutes without activity, counts as a new visit. When the tile reads Estimated — likely undercounts, it is estimated from document activity and misses people who browsed without opening a file. |
| Active users | Users with at least one recorded action in the range. |
| Documents viewed | Distinct documents; opening the same file twice counts once. The Views column in tables counts every opening. |
| Time in room | Active time with a document open in the viewer, across all sessions in the range. Browsing folders adds nothing; idle time and hidden tabs are excluded. |
| Downloads | Every download, including each file inside a ZIP. |
| Engagement score | A blend of documents viewed, downloads, time and sessions, useful for comparing groups; not a count. |
| Hot Files | Ranked by attention: minutes spent reading, plus a weighting for each download and each question asked about the file, not raw view counts. |
| Top Search Queries | Search terms across the whole project; a term with no results points at a missing document. |
The tiles, Hot Files and User Activity include your own team's activity in the app; the Teams table shows buyer groups only. What a buyer does with a downloaded copy is outside the room. History is kept for the life of the project, including for users who were later removed.
Export on the Analytics page produces the current view as Excel, for further work, or as PDF, for a status note to the client. The file is prepared in the background: the button reads Preparing… and then Your export is ready.
Check the result
The numbers move as groups work, within about 20 minutes: a buyer's first document view raises Active users, and their group's row in Teams shows the last active time. A document's Access History updates within a few minutes.
If something goes wrong
Could not load analytics. Try again or narrow the date range. A wide range on a large room can take too long. Choose a shorter range and try again.
An export for this project is already being prepared. Wait for Your export is ready, then start the next one. If it reads The export is taking longer than expected. Please try again., start the export again.
Q&A activity and the document list load on their own. Reload the page; the other figures are not affected.